Welcome to the first session in the module Planning the Proposal Phase in our APMP Foundation Training webinars.The detailed planning of Proposal Activity is usually initiated by the issue of the Prospect Request for Proposal.We hope that it’s not a “surprise RFP” and that you’ve already been able to define your strategy and do most of the planning in the earlier Capture activities.As you’d expect, there is quite a lot to cover in this module and in other sessions we’ll also talk about:OutliningStoryboardingExecutive Summary DevelopmentBut first we want to look at the basics: What are the Requirements?
APMP Foundation: Requirements and Compliance Check-list Development
Confirm the requirements:When the RFQ arrives:Distribute it to core • Specific sections allocated for detailed review by individuals team members • The Bid Manager should check the tendering rules Then ‘walk • Look for ‘surprises’,through’ as a team • New requirements, anything that’s not clear • Questions for the Customer Identify: • Actions for the solution team RE QUALIFY! • Can you still win?
How to identify requirementsLook for every “shall” and “will” (or similar) in therequirements document. Identify them:• Coloured Markers• Underline or Circle• Cut from a paper copy• Electronically cut and paste• Proposal Preparation SoftwareReview for missed requirements, lower levelrequirements or implied requirements
How to strip out requirementsFollow the order of the topics and paragraphs in thetender documentList each requirement as a separate checklist item• Use the prospect’s words and phrases in your checklist• Start each checklist item with the ACTION verb in the tender documentUse the requirements checklist to assist outlining yourproposalReview the checklist against the tender document toensure all requirements have been stripped out
Completed checklist fragment:# Ref: Requirement Type Priority2 … … S M3 … … S O4 2.3.2 Specify the diagnostic tools built into our system I M5 2.3.2 Indicate the diagnostic tools available only to the I M network management personnel6 2.3.2 Indicate the diagnostic tools available only from I M the central switch site.7 2.3.2 Indicate the diagnostic tools available from nodes, I M terminal locations, etc.8 … …
What if there is no RFQ? Build a • Your understanding of therequirements requirements checklist • Discussion with the based on: Prospect
Compliance Checklist Development• Candidates should be capable of building a compliance matrix Planning the Proposal PhaseSyllabus Requirement
Building a Compliance MatrixFollow the order of the proposal requestList each requirement as a separate itemUse the customer’s words and phrasesBegin each item with the action verb• “Describe, specify, list, provide details of…” etc• Identify Mandatory / Optional: “Shall, must, may , should …”Use the list as a guide to:• check that every requirement is answered• estimate individual section and total proposal page counts
Extend the compliance checklist into a response matrix:# Ref: Requirement Type Priority We Refer- Comply? ence2 … … S M Full3 … … S O Partial4 2.3.2 Specify the diagnostic tools built I M Full 3.2.3 into our system5 2.3.2 Indicate the diagnostic tools I M Full 3.2.3 available only to the network management personnel6 2.3.2 Indicate the diagnostic tools I M Full 3.2.3 available only from the central switch site.7 2.3.2 Indicate the diagnostic tools I M Full 3.2.3 available from nodes, terminal locations, etc.8 … …
In summary:We have seen how to:•Apply a systematic approach to identifying documented requirements•Extend the Requirements Checklist into a Compliance MatrixSyllabus Requirement